MODULE 4 (PRACTICAL 1): STANDARD OPERATING PROCEDURE (SOP)

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1. Introduction

When a disaster occurs, people often have very little time to make decisions. Floods, cyclones, fires, disease outbreaks and other emergencies can create confusion, fear and pressure. Without a clear plan, different people may perform the same task while other important tasks are ignored.

An Emergency Standard Operating Procedure (SOP) is a written set of instructions that explains what should be done, who should do it, when it should be done and how it should be done during an emergency.

An SOP turns a general emergency plan into practical actions that people can follow.

2. Why SOPs Matter During Disasters

1. They provide clear direction

During an emergency, people do not have to guess what to do. The SOP provides a step-by-step response.

2. They define responsibilities

An SOP identifies who is responsible for evacuation, communication, first aid, logistics, assessment and reporting. This reduces confusion.

3. They save time

Disasters require quick decisions. Having procedures prepared in advance allows teams to act immediately instead of spending valuable time deciding what to do.

4. They improve coordination

Different teams and organisations can work according to the same procedure. This reduces duplication and ensures that important activities are not forgotten.

5. They protect lives

A good SOP prioritises life-saving activities such as evacuation, rescue, first aid, safe water and protection of vulnerable people.

6. They improve accountability

An SOP provides a record of who was responsible for particular actions. This makes it easier to monitor performance and identify gaps.

7. They support learning

After the disaster, the organisation can compare what was planned with what actually happened. Lessons can then be used to improve the SOP.

3. Key Components of an Emergency SOP

A simple Emergency SOP should answer nine questions:

Question	SOP Component
What happened?	Emergency situation
What are we trying to achieve?	Objective
What must be done first?	Immediate actions
Who will do it?	Responsibilities
What is needed?	Resources
How will people receive information?	Communication
How will people remain safe?	Evacuation and safety
Who needs to know what happened?	Reporting
What happens after the emergency?	Recovery

4. Practical Example

Imagine that heavy rainfall causes flooding in a community.

Instead of simply saying:

“We need to respond to the flood.”

The SOP gives practical instructions:

• Community leaders alert residents.
• The assessment team identifies high-risk households.
• The rescue team assists people to evacuate.
• The health team provides first aid.
• The logistics team provides water and emergency supplies.
• The communication team provides verified information.
• The coordinator receives situation reports.
• After the flood, the team assesses damage and begins recovery activities.

This is what makes an SOP practical: it converts an emergency situation into organised actions.

5. Important Principle

An Emergency SOP should be simple enough to use under pressure.

Students should avoid writing a document full of complicated language. A good SOP should allow someone to quickly understand:

What do we do? Who does it? When? What is needed? Who do we report to?

6. Student Practical Activity

Choose one disaster scenario:

• Flood
• Cyclone
• Fire
• Drought
• Disease outbreak
• Road accident

Then develop a one-page Emergency SOP using:

Emergency → Objective → Immediate Actions → Responsibilities → Resources → Communication → Safety/Evacuation → Reporting → Recovery

Key Takeaway

An Emergency SOP is not just a document. It is a practical response tool that helps people act quickly, safely, consistently and in a coordinated manner during a disaster.

Student Name: John Banda
Project/Organisation: Chisomo Community Development Project
Date: 18 August 2026
Type of Disaster: Severe Flooding
Location: Chisomo Community, Malawi

1. Emergency Situation

What has happened?

Heavy rainfall has caused flooding in Chisomo Community. Several houses have been damaged, roads are difficult to use, and some households have been forced to leave their homes.

Who is affected?

Approximately 80 households are affected, including children, older persons, pregnant women and persons with disabilities.

2. Objective of the Emergency Response

To protect lives, evacuate people from high-risk areas, provide immediate basic assistance and ensure effective coordination of the emergency response.

3. Immediate Actions

Action	Responsible Person/Team	Time
Alert community members about the flooding	Community Leader	Immediately
Identify households in high-risk areas	Assessment Team	Within 2 hours
Evacuate affected households	Rescue/Operations Team	Within 4 hours
Provide safe drinking water and first aid	Health Team	Immediately
Assess damage and urgent needs	Assessment Team	Within 24 hours

4. Emergency Responsibilities

Emergency Coordinator: Community Development Officer
Operations/Rescue Team: Community volunteers and local emergency responders
Health/Safety Team: Health Surveillance Assistant and health volunteers
Logistics Team: Project Logistics Officer
Communication Team: Community Leader and Project Communication Officer

5. Resources Required

1. Safe drinking water

2. First-aid kits

3. Emergency food supplies

4. Blankets and temporary shelter materials

5. Transport for evacuation

6. Communication Plan

How will emergency information reach affected people?

Community leaders and volunteers will move around the affected areas and provide emergency information. Where available, mobile phones and community announcements will also be used.

Who will provide official information?

The Emergency Coordinator will provide verified information to community leaders and response teams.

Main communication channels:

• Mobile phone

• Community meetings

• Community announcements

• Direct communication by volunteers

7. Evacuation and Safety

Where will affected people go?

Affected households will be moved to the designated community emergency shelter at Chisomo Primary School.

Evacuation route/assembly point:

People will assemble at the community meeting point before being guided to the designated shelter using the safest available route.

How will vulnerable people be assisted?

Volunteers will prioritise children, older persons, pregnant women and persons with disabilities during evacuation and provide them with additional assistance.

8. Emergency Reporting

Who will receive the emergency report?

The Emergency Coordinator and relevant local authorities.

What information will be reported?

• Number of affected households

• Injuries or deaths

• Damaged houses

• Displaced people

• Water, food and shelter needs

• Available resources

• Major safety concerns

How often will reports be submitted?

An initial report will be submitted within 24 hours, followed by daily situation reports while the emergency continues.

9. Recovery Actions

After the immediate emergency:

1. Assess damaged houses and infrastructure.

2. Support affected households with essential assistance.

3. Restore access to safe water and sanitation.

4. Support households to return safely when conditions improve.

5. Conduct an after-action review and document lessons learned.

10. Approval

Prepared by: John Banda
Signature: __________________________
Date: 18 August 2026

Approved by: Project Coordinator
Signature: __________________________
Date: 18 August 2026

TEACHING POINT

When creating an Emergency SOP, remember the basic sequence:

DISASTER → OBJECTIVE → IMMEDIATE ACTIONS → RESPONSIBILITIES → RESOURCES → COMMUNICATION → SAFETY/EVACUATION → REPORTING → RECOVERY

Students do not need to write complicated disaster-management language. The most important thing is that the SOP clearly answers:

“What will we do, who will do it, when will they do it, what do they need, and how will we know what is happening?”

Organisation/Community: __________________________
Emergency: Flood
Location: ________________________________________
Date: ____________________________________________

1. Purpose

This SOP explains what should be done before, during and immediately after a flood to protect people and reduce damage.

2. Emergency Actions

What should be done?	Who should do it?	When?	How should it be done?
1. Identify and report flooding	Person who notices the danger	Immediately	Inform the responsible person and give the location and situation.
2. Raise the alarm	Assigned person	Immediately	Use phone, alarm, shouting, WhatsApp or another agreed method.
3. Move people to safety	Response team	Immediately	Move people away from flooded or dangerous areas to higher/safe ground.
4. Contact emergency services	Assigned person	Within 5–10 minutes	Contact the relevant authorities and provide the location and situation.
5. Check everyone	Team leader	Within 10–15 minutes after reaching safety	Conduct a headcount using a register or list.
6. Give first aid	Trained person	Immediately when needed	Provide appropriate first aid and seek medical assistance for serious injuries.
7. Monitor the flood situation	Response team	Every 30–60 minutes	Monitor water levels, weather and official information and give updates.
8. Report missing or affected people	Team leader	As soon as identified	Report confirmed information to the responsible authorities.
9. Return only when safe	Responsible authority/team leader	After the danger has passed	Confirm that the area is safe before allowing people to return.

3. Emergency Contacts

Main Emergency Contact: __________________________
Telephone: ______________________________________

Health Facility: _________________________________
Telephone: ______________________________________

Local Authority/Disaster Management Contact: __________
Telephone: ______________________________________

4. Important Flood Safety Rules

• Do not walk or drive through moving floodwater.

• Move to higher and safer ground.

• Keep children away from floodwater.

• Do not touch electrical equipment in wet areas.

• Follow instructions from responsible authorities.

• Do not return until the area is confirmed safe.

5. Student Practical Task

Using the Flood Emergency SOP above as your model, develop a Simple Landslide Emergency SOP for an organisation, school or community.

Your earthquake SOP must contain:

1. What should be done?

2. Who should do it?

3. When should it be done?

4. How should it be done?

Your SOP should include actions during the Landslide and immediately after the Landslide

Remember: Do not copy the flood actions. Adapt the actions to the dangers and needs of an Landslide